EZ FAMIS 3€¦ · Page 1 Welcome to EZ FAMIS 3.0! What is EZ FAMIS 3.0? EZ FAMIS 3.0 is a...

EZ FAMIS 3.0 Training

Presented by:

County of Santa Cruz

Auditor-Controller’s Office 701 Ocean Street, Room 100

Santa Cruz, CA 95060

Version 3.0 (March 4, 2009)

Welcome to EZ FAMIS 3.0!

What is EZ FAMIS 3.0?

EZ FAMIS 3.0 is a management information system designed to allow many different types of users to browse County of Santa Cruz financial information in a user-friendly and easy to read format.

EZ FAMIS is a web-based application used in conjunction with FAMIS. EZ FAMIS 3.0 runs on a web and SQL database server.

The EZ FAMIS 3.0 data is updated (synchronized) nightly using data extracted from FAMIS.

EZ FAMIS 3.0 is a read-only application with no write-back capability to FAMIS. Since EZ FAMIS 3.0 is web-based, you access it via your browser (Internet Explorer).

Let’s Get Started with EZ FAMIS 3.0

Who can use EZ FAMIS 3.0? EZ FAMIS can be made available to all County employees that currently have a FAMIS User ID. Additional users can be added as needed by

o completing the Request for EZ FAMIS Access form on the Intranet

http://countyintranet/FormsData/requestfamisaccess.htm (County Employees) or; o calling the FAMIS Help Desk at 454-2684 or 454-2733.

What do I need to have in order to use EZ FAMIS 3.0? You’ll need a few things in order to use EZ FAMIS:

Internet Explorer 6 or higher

Excel 2000 or higher

Adobe Reader 7.0 or higher

What do I do if I don’t have all these things? Contact your Departmental Computer Coordinator (County Employees) or ‘computer person.’

Logging in to EZ FAMIS 3.0

How do I log in to EZ FAMIS 3.0? EZ FAMIS 3.0 is a web-based application, and is simple to access. Type this URL(below) into your browser address bar and press Enter:

https://demo.simplersystems.net/countyofsantacruz/Finance/login.html

What’s my User ID and Password? Your User ID and Password for EZ FAMIS 3.0 should be the same as your User ID and Password for the old version of EZ FAMIS. Once you type those in, you can click on the Login button, or just press the Enter key.

Getting to Know EZ FAMIS 3.0

Home Page When you first log in to EZ FAMIS 3.0, you’ll be on the Home page. You can keep track of where you are in EZ FAMIS 3.0 by looking at the left hand side of the big blue bar.

The Home page is organized into 3 main areas: News - The system administrator can post notices to all users

Shortcuts – Access and manage your saved reports

EZ FAMIS 3.0 Menu – The menu icons on the left hand side perform many functions

The heart of EZ FAMIS is accessed with the Query icon. Let’s go there now – click on the Query icon.

This is the Query icon.

We’re on the Home page.

Click on the X from any page to log out.

The icons along the left hand side make up the EZ FAMIS Menu.

Query Page The query page is where you’ll go to get started browsing data, creating reports, etc. The query page is organized into different areas to make it easy for you to get the information you need.

You can get financial summary (referred to as ‘balances’ in the original version of EZ FAMIS) data - for any element in the chart of accounts, and going back several years - for:

Revenues

Expenditures

Combined Revenues & Expenditures (coming soon!) You can get transaction details - for any element in the chart of accounts, and going back several years - for:

Revenues

Expenditures

Combined Revenues & Expenditures

And you can get information about FAMIS tables:

Chart of Accounts

Other Tables We’re going to explore all of these in detail in the next sections. Click on Expenditures, under Financial Summaries.

Query: Financial Summary The EZ FAMIS 3.0 Financial Summary queries allow you to easily summarize financial data by any of the FAMIS classification structures (Department, Fund, etc). You can specify the timeframe for your data, and also how you want it filtered. So, to browse data, or create a report, you just have to specify the when, the how and the what – and you’re done! .

Period is used to specify the ‘When’, and also affects the columns we’ll see on our report.

Summarize By and Page Break are used to specify the ‘How’

Selection Criteria are used to specify the ‘What’

EZ FAMIS uses ‘Builders’ to help you define the information you’re looking for. Click on the builder to bring up a box with options

Query: Financial Summary We’re going to walk through creating a simple query to get us started. Let’s create a very simple, traditional query, where we’ll compare budgeted to actual expenditures by department and character.

Step 1: We’ll do the query as of Last Month End, so we don’t need to use the Period builder.

Step 2: Click the Summarize By builder so we can choose the classification structures

Step 3: Use the ‘By’ and ‘at’ drop downs to choose your elements – we want to Summarize By Organization at Department; and By Object at Character. Then click OK to close the builder.

Step 4: Click the Go button in the upper right hand corner to run the query.

Query: Financial Summary EZ FAMIS will usually return your results within a few seconds.

Since we used the default value in the period builder we get 7 columns on our query, in this case information for the current year.

Here are the classification structures we picked – Department and Character.

Headers and footers provide info about our report, and how recent the data is.

We can use these buttons to scroll through multi-page reports, including jumping to the end or beginning.

Negative numbers are red, and in parentheses.

Query: Financial Summary Once we run a query, we have several things we can do with this information.

Requery: You can return to the query page and modify your report criteria.

Save: You can save your query as a shortcut on your homepage, so you can re-run easily at any time. There’s an example at the end of this document.

Share: You can share your query as a shortcut on another user’s homepage. There’s an example at the end of this document.

Print: You can print the query to a pdf document that can then be saved, printed to hard copy, emailed, etc.

Download: You can download a formatted version (Excel 2003 or later), or an unformatted version (Excel 2000). Click on the Requery button now to modify our criteria and generate a more detailed query.

Query: Financial Summary Click on the Summarize By builder, and let’s add Division to our query by selecting the Department, Division option. Click on OK in the builder, then click on the Go button in the upper right hand corner.

Mouse over any of the values that aren’t calculations (e.g. YTD Actual for Dept 03 Div 20, Character 40 (153,308.33), and you’ll see that you can drill down to the details by clicking the value.

Query: Financial Summary Now we’re looking at the detailed transactions for the summary balance we selected.

. For today, click on your browser’s back button.

To see all the columns on this report, click on the right arrow. You will scroll one column at a time. When you want to scroll back to the left, use the left arrow on the left hand side of your screen.

Depending on what you want to do next, you can: Mouse over the document number to ‘drill down’ into a document use your browser’s back button to return to your summary report use the Requery button to go directly to the query screen for expenditure transactions

Query: Using Filters Once you’re back on your financial summary report, click on the Requery icon. Requery will take us back to the main Expenditure Query page, and we can change our report criteria.

Let’s take a look at the data for one department by using a filter. Type 66 in the Department criteria, and click the Go button.

Using Filters Now we have just one page of data - limited to the Sheriff-Coroner Department.

Let’s use some more filters. Click Requery to return to the query page.

Using Filters There are many ways to filter your data in EZ FAMIS. The table below shows you all you need to know about including and excluding data so you get just the information you need. Let’s do some examples.

Function Example Result

Equal To 020 Finds all data where the value is exactly equal to 020

List 10,15,20 Finds all values equal to 10, 15, or 20 (list)

Not Blank * Finds all data where the element is not blank

Starts With 1* 12*

Finds all values that start with 1 Finds all values that start with 12

Ends With *3 *34

Finds all values that end with 3 Finds all values that end with 34

Contains *56* Finds all values that contain 56 Contains in Specific Position ??345 Finds values where ‘345’ starts in the specified position

Less Than or Equal ..100 Finds all values less than or equal to 100

Greater Than or Equal 200.. Finds all values greater than or equal to 200

Range 100..200 Finds all values between and including 100 and 200 (range)

Not Equal !10 Finds all values not equal to 10

Combination 01,13..18,30 13..18,!15

Finds all values equal to 01, 13, 14, 15, 16, 17, 18, and 30 (list and range) Finds all values equal to 13, 14, 16, 17, 18 (range with exception)

Some samples are provided on the next page.

Using Filters Equal To (Example shows summarization by Dept, Division)

List (Example shows summarization by Dept, Division, Character)

Not Equal To (Example shows summarization by Dept, Division, Character)

Query: Exploring the Period Builder Now let’s look at the Period Builder. Go back to the Expenditure Financial Summary query page by clicking the Requery button. We’ve been running our reports as of Last Month End, for the default time period of one year. Now let’s run a month-by-month report.

Click on the Period builder to choose a different fiscal period, and a different time span.

For this example, set As of to 1/31/2009, and set For to 12 Months.

You can use the arrow to scroll through the columns, all the way to the right, where you’ll find a grand total across all columns.

Exploring the Period Builder The Period Builder not only allows you to specify the time period for your query, but also gives you some control over the columns that you’ll see on your query. We’ve seen the default value for the Period already:

And we’ve also seen the month-by-month option. You can specify as many months as you need.

Quarterly reports work the same way as monthly reports:

Multi-Year Reports

With the Period Builder, you can also request year-by-year reports (aka multi-year reports). The default query for multi-year reports will give you year-to-date actuals (year-to-date for the month you selected).

You can use Advanced Options to choose the exact columns you want for your multi-year report.

Step 1: Click on Advanced Options (you might have to scroll down to find the link, or collapse some of the selection criteria). Step 2: Click on the drop down for Multi-Year Columns Step 3: Choose the column set that you want (pick the first one today) Step 4: Click Go at the top of the screen to run the query.

Multi-Year Reports The query might take a little longer – but it is gathering data for 3 years! Scroll to the right to see all the columns. The following table displays the columns you get for each option, for each year. The column titles will display the fiscal month and year. Multi-Year Option Column 1 Column 2 Column 3 Column 4 Column 5 Column 6

YE Budget, YE Actual, YE Encumbrance, YTD Actual, Variance

Year-End Adjusted Budget

6/30/2007

Year-End Actual

6/30/2007

Year-End Encumbrance

6/30/2007

Year-End Remaining

Balance 6/30/2007

Year-To-Date Actual

1/31/2007

Year-To-Date Remaining

Balance 1/31/2007

YE Actual, YE Encumbrance, YTD Actual Year-End

Actual 6/30/2007


6/30/2007

Year-To-Date Actual

1/31/2007

YE Actual, YTD Actual Year-End

Actual 6/30/2007

Year-To-Date Actual

1/31/2007

YE Actual Year-End

Actual 6/30/2007

YTD Actual Year-To-Date

Actual 1/31/2007

YE Actual, YE Encumbrance Year-End

Actual 6/30/2007


6/30/2007

YE Budget


6/30/2007

YE Budget, YE Actual, YTD Actual, Variance


6/30/2007

Year-End Actual

6/30/2007

Year-End Remaining

Balance 6/30/2007

Year-To-Date

Actual 1/31/2007

Year-To-Date Remaining

Balance 1/31/2007

YE Budget, YE Actual, YE Encumbrance, YTD Actual


6/30/2007

Year-End Actual

6/30/2007


6/30/2007

Year-To-Date

Actual 1/31/2007

YE Budget, YE Actual, YTD Actual


6/30/2007

Year-End Actual

6/30/2007

Year-To-Date Actual

1/31/2007

Note: When printing a pdf report with many columns in Adobe, change your paper to legal size.

Advanced Options

Since we’re here, let’s look at the rest of the Advanced Options. Click Requery to return to the Query screen, scroll down to Advanced Options. Click to open them if necessary.

Fiscal Periods: Allows you to specify which fiscal periods you want to include in your query. FAMIS has a special ‘month 13’ where certain adjusting and year-end entries are made. Default is 1-13.

Single-Year Columns: Allows you to include the Adopted Budget in your single year reports.

Multi-Year Columns: Allows you to choose your columns for your year-by-year reports.

Note: Revenue Financial Summary reports are nearly identical to Expenditure Financial Summary reports, so once you’ve learned about

expenditures, you’ll be able to run revenue reports, too!

Show Projected Balances: Allows you to project what the balances will be for the fiscal year-end based on the balances

Transaction Queries Now let’s take a look at Transaction queries. Earlier, we drilled down to detailed transactions from our expenditure report. But you can also query transactions directly. Click on the Query icon on your menu bar. Then, under Transactions, click Revenues/Expenditures.

The transaction query screen is a little different from those we’ve seen so far.

Transactions queries use a date range to specify the fiscal month. So if you want to find transactions that posted in FM 11, you would select a From of 5/1 and a To of 5/31.

You choose the type of transaction you want – budget, actual, or encumbrance.

You choose revenues, expenditures, or both

Transaction Queries Let’s create a query to find all vouchers posted in a specified period for one department. We’ll use the default From / To, and department = 39. To limit our query to vouchers, input V* in the Document Nbr field. Make sure Transaction Type is Actual and Expenditures are selected, then click on Go.

Note that we don’t have to use Summarize By field – we can leave this blank. When running Financial Summaries, you have to put something in this field.

To limit our query to a specific day or days within the fiscal period we selected, you can use the ‘Posted Date’ filter.

Transaction Queries Notice that the format is exactly the same as what we saw when we drilled down to the transaction details from the summary balances.

Let’s requery, and add summarization by index code.

Table Queries EZ FAMIS allows you to query many of the FAMIS tables – classification structures, vendors, transaction codes, etc. Click on the Query button to go back to the main query page. The tables are grouped into 2 sections – Chart of Accounts, State Controller (Auditor-Controller use only) and Other Tables. Click on Objects.

When querying any of the elements that have a hierarchy, you can specify the level you want to see. You can also specify summarization, which groups the elements nicely on your query. And, of course, you can also filter the data. Let’s run a query for all the subobjects, summarized by character.

Table Queries The resulting query lists all subobjects, grouped by character. Click your requery button, and we’ll add a filter. Let’s find all the subobjects related to consulting. In the Subobject Title field, type *consult*. This will find the word consult anywhere within the title. Click the Go button.

Our list is much shorter, and is still grouped by character. Click the Query button, and we’ll look at one more table.

Table Queries The resulting query lists all subobjects, grouped by character. Click your requery button, and we’ll add a filter. This time, click on Index Codes.

Let’s find all the Index Codes within a department. Type 39 in the department field, and click the Go button.

We get a list, sorted by Index Code. Click on any of the column headings to sort by that element.

Table Queries If you clicked on Title, you’d see this result. You can sort any of the table reports in this manner.

Step 1: Click on ‘Manage’, next to ‘Shortcuts’. Step 2: Click on the shortcut you want to modify or delete.

Step 3: You can either: 1. Change the Name: Change the name of the shortcut, and click Update. 2. Delete: Click Delete.

Step 4: EZ FAMIS will return to the Home page, where you’ll see that the shortcut has been updated or deleted. To modify or delete another shortcut, click on Manage.

Manage Shortcuts

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